BROWN & HALEY STATIONERY GUIDELINES

Transcription

1 BROWN & HALEY STATIONERY GUIDELINES The company letterhead, envelopes, business cards and signatures were designed to maintain the integrity of the company identity and establish a professional quality stationery system to represent Brown & Haley. There are digital file templates available for the letterhead, business cards and signatures. These are available online in the B2B section of the website at: LETTERHEAD The letterhead example illustrates approved formatting of standard two-color business letters. General guidelines for formatting second and multiple pages are shown here. Flexibility is allowed, depending on the content, audience and length of the letter.

2 ENVELOPES STANDARD ENVELOPE The recommended typeface for the address text is Optima 10 point with line spacing set at 14pt. Set the top margin at 2 and the left margin at PAYCHECK ENVELOPE The recommended typeface for the address text is Optima 8 point with line spacing set at 10pt. Set the top margin at and the left margin at to fit within the window of the envelope

3 CREDIT INVOICE ENVELOPE The recommended typeface for the address text is Optima 10 point with line spacing set at 14pt. Set the top margin at and the left margin at 1 to fit within the window of the envelope INVOICE ENVELOPE The recommended typeface for the address text is Optima 10 point with line spacing set at 14pt. Set the top margin at 3.5 and the left margin at 1 to fit within the window of the envelope

4 CONSUMER LETTER ENVELOPE The recommended typeface for the address text is Optima 10 point with line spacing set at 14pt. Set the top margin at 3 and the left margin at 1 to fit within the window of the envelope BUSINESS REPLY ENVELOPE

5 FIRST CLASS MAIL ENVELOPE The recommended typeface for the address text on the label is Optima 14 point with line spacing set at 18pt.

6 BUSINESS CARDS Business cards have been designed to exact specifications. Changes to design layout, font sizes and font cases are not permitted. Shown here are examples of correct business card applications, including an approved format for remote employee business cards. STANDARD BUSINESS CARD Kathi Rennaker Marketing Manager T. (253) T. (800) ext F. (253) The standard business card starts with the employee name, followed by title, then one space, then the personal contact information, another line space, shipping address, then another space, then mailing address C 20th St E Fife, WA USA facebook.com/almondroca Mailing Address P.O. Box 1596 Tacoma WA USA REMOTE EMPLOYEE BUSINESS CARD Steven Jaffee Regional Manager The business card can be modified due to the needs of the individual as long as the appearance and formatting stays the same. sjaffee@brown-haley.com T. (952) M. (612) F. (952) facebook.com/almondroca 103 W Farmdale Road Hopkins, MN 55343

7 SIGNATURES & ETIQUETTE FORMAL SIGNATURE OPTIONS You are a representative of Brown & Haley, therefore, each communication should always reflect the values and integrity of the company and brand. While can be more casual than business letters, there are still a few guidelines to consider: 1. Include a clear, direct subject line. People often decide whether to open an based on the subject line. Choose one that lets readers know you are addressing their concerns or business issues. Examples of a good subject line include Meeting date changed, Quick question about your presentation, or Suggestions for the proposal. 2. Use a professional address. You should use your company address whenever possible. But if you use a personal account you should be careful when choosing that address. You should always have an address that conveys your name so that the recipient knows exactly who s sending the . Never use addresses that are not appropriate for use in the workplace, such as catsrule@... or babygirl@ Think twice before hitting reply all. No one wants to read s from 20 people when it has nothing to do with them. They could just ignore the s, but many people get notifications of new messages on their smart phones or distracting pop-up messages on their computer screens. Refrain from hitting reply all unless you really think everyone on the list needs to receive the Avoid using emoticons or ALL CAPS. Use exclamation points sparingly. Emoticons can appear too emotional or immature. All caps translate as yelling in digital communication. If you choose to use an exclamation point, use only one to convey excitement. 5. Avoid embedding images or using wallpapers. Do not embed images into your signature. Most smart devices are unable to read embedded images and often times these items show up as x d boxes within the signature. Neither is ideal for positive and helpful communication. Do not use any wallpapers or background images. A standard white background is professional and appropriate for business communication. 6. Be cautious with humor. Humor can easily get lost in translation without the right tone or facial expressions. In a professional exchange, it s better to leave humor out of s unless you know the recipient well. Also, something that you think is funny might not be funny to someone else. 7. Know that people from different cultures speak and write differently. Miscommunication can easily occur due to cultural differences, especially in the written form when we can t see each other s body language. Tailor your message depending on the receiver s cultural background or how well you know them. A good rule to keep in mind, is that high-context cultures want to get to know you before doing business with you. Therefore, it may be common for business associates from these countries to be more personal in their writings. On the other hand, people from low-context cultures prefer to get to the point very quickly. 8. Reply to your s even if the wasn t intended for you. It s difficult to reply to every message ever sent to you, but you should try to. This includes when the was accidentally sent to you, especially if the sender is expecting a reply. A reply isn t necessary, but serves as good etiquette, especially if this person works in the same company or industry as you. Here s an example reply: I know you re very busy, but I don t think you meant to send this to me. And I wanted to let you know so you can send it to the correct person. 9. Do not use superlative data at the end of the signature. Superlative data at the end of the signature; ie. inspirational quotes, long disclosure statements, etc. will make the longer than necessary and harder to reference important data in chains or responses. Aside from these tips, always make sure to proof your messages so that there aren t any jarring mistakes that make you seem unprofessional. A good practice is to always add the address last so that the doesn t accidentally send before you re ready.

8 FORMAL SIGNATURE OPTIONS Best Regards, Sender s Name Title Brown & Haley City, State Office: Fax: Toll Free: Follow us at Best Regards, Kathi Rennaker Marketing Manager Brown & Haley C 20th Street East Fife, Washington Office: Fax: Toll Free: Follow us at The formal signature starts two spaces down from the complimentary close. The first line of the signature contains the employee name, followed by title & company. The second line contains street address, city & state. The third line contains the office, fax and toll free numbers. The final line contains hyper-links to the website and facebook pages. The formal signature can be modified due to the needs of the individual. BUSINESS CASUAL SIGNATURE OPTIONS Sender s Name, Title Brown & Haley Phone The business casual signature starts two spaces down from the complimentary close. The first line of the signature contains the employee name, followed by title. The second line contains the company. The consecutive lines contain any phone numbers helpful to the correspondence. The final line contains the employee s address. Steven Jaffee, Regional Manager Brown & Haley Office Fax Cell sjaffee@brown-haley.com The business casual signature can be modified due to the needs of the individual.